Publishing Resources
Publish resources to the relevant users who need to access and complete the resources.
Access Publishing Options
- In the Resources list, hover over the three-dot menu under the ACTIONS column for the resource you want to publish.
- Click General.
- The General page opens.
General
Enable Public
Enable Enable Public to make the resource available to all active users or to active users within selected groups, roles, job roles, or job levels.
When enabled, the Select Self Enroll option is displayed. Users can view the resource under the Resources section and self-enroll if required.
Select the required option:
- All – Makes the resource available to every active user in the platform.
- Groups – Select the required groups from the Select Groups field.
- Role – Select the required roles from the Select Role field.
- Job Role – Select the required job roles from the Select Job Role field.
- Job Levels – Select the required job levels from the Select Job Level field.
After selecting the required enrollment type, click Save.
Resource URL
Click Copy Link to copy the resource URL. Use the copied link to access the resource directly.
Publish
Use the Publish option to manually publish a resource to individual users or multiple users, groups, job levels, job roles, and roles.
Publish to Users
Select the required option to publish the resource:
- Users – Select one or more users.
- Groups – Select one or more groups.
- Job Levels – Select one or more job levels.
- Job Role – Select one or more job roles.
- Role – Select one or more roles.
Publish by Excel
Use By Excel to publish the resource in bulk.
- Click Download Sample Format to download the Excel template.
- The template is downloaded to the Downloads folder on your local system.
- Move the Excel file to another location if required.
- Open the Excel file to view the available columns.
- Enter the required details in the spreadsheet and save the file.
- Click Choose File and select the completed Excel spreadsheet.
- Click the relevant action button to upload the file.
The supported Excel formats are .XLS, .XLSM, and .XLSX.
Note: The downloaded Excel template does not contain any data.
If the uploaded file contains new rows along with existing values in the email/username column:
- New rows are uploaded successfully, and existing values may be overridden.
- If existing data is also updated, the new rows and the updated existing data are uploaded.
Auto Enrollment
Use Auto Enrollment to automatically assign the resource to users based on specific enrollment conditions.
- Click Auto Enrollment.
- Click Create Auto-Enroll.
- Configure the required enrollment conditions.
The Enrollment To field includes the following options:
- New learner is added – Select the enrollment period:
- Intermediate
- Custom – Specify the start day and due-by values.
- Learner is added to a group – Select the required group.
- Learner is added to a role – Select the required role.
- Learner is added to a job role – Select the required job role.
- Learner is added to a level – Select the required level.
Auto-enrollment also ensures that when a new learner is added to the selected group, the resource is automatically assigned to that learner.
Filters
Use the AND/OR Filters to refine the list of users based on multiple criteria. The filters can be applied to fields such as First Name, Joined, Last Login, Reporting Manager, DOJ, and other available fields.
For more information, see Filter Options for Resources.
All Users
To publish the resource to all users in the platform:
- Enable All Users.
- Click Publish.
Publish All Filtered Users
To publish the resource to all users who match the applied filters:
- Apply the required filters.
- Click Publish All Filtered Users.
- Click Publish.
After selecting the required users, groups, job levels, job roles, roles, or Excel option, click Publish.
A success message confirms that the resource has been published successfully.
Unpublish
Use the Unpublish option to view users and groups to whom the resource has been manually assigned and remove the resource assignment.
You can select single or multiple values under Users, Groups, Job Levels, Job Roles, and Role.
The following details are displayed under Unpublish:
- Users – Displays users to whom the resource has been published.
- Groups – Displays groups to which the resource has been published.
- Job Levels – Displays job levels to which the resource has been published.
- Job Roles – Displays job roles to which the resource has been published.
- Roles – Displays roles to which the resource has been published.
Users listed under Unpublish are not displayed under the Publish option.
Unpublish by Excel
Use By Excel to unpublish the resource in bulk.
- Click Download Sample Format to download the Excel template.
- Open the downloaded Excel file to view the available columns.
- Enter the required details and save the file.
- Click Choose File and select the completed Excel spreadsheet.
- Click the relevant action button to upload the file.
The supported Excel formats are .XLS, .XLSM, and .XLSX.
Note: The downloaded Excel template does not contain any data.
If the uploaded file contains new rows along with existing values in the email/username column:
- New rows are uploaded successfully, and existing values may be overridden.
- If existing data is also updated, the new rows and the updated existing data are uploaded.
For more information, see Filter Options for Resources.
Unpublish a Resource
- Select the required users, groups, job levels, job roles, or roles.
- Click Unpublish.
To remove the resource from all assigned users in the platform, click Unpublish All.
Feedback
Use the Feedback option to view feedback submitted by users to whom the resource has been assigned.
Click Refresh to update the feedback displayed for the resource.
Reports
Use the Reports option to view resource completion details and the time users spent completing the resource.
Reports can also be exported for further analysis.
For more information, see User Summary Reports.